UF/IFAS Youth Protection Policy: Youth Registration and
Volunteer Background Screening Requirements & Procedures
Revised March 21, 2016
IFAS gains the expertise in youth development,
experiential learning, age appropriateness that 4-H
Youth Development faculty can provide. 4-H gains
broader technical expertise such as STEM and many
technical subject matter experts. In the process,
UF/IFAS broadens its base to reflect the current needs of
Florida youth and families and remain relevant to
diverse audiences.
Youth Protection Policy Overview
To protect youth and adults involved in UF/IFAS
programs for youth, UF/IFAS has established
mandatory volunteer background screening and
youth registration procedures to meet requirements
of the State of Florida via the Department of
Children and Families (DCF); and the University of
Florida Office of Youth Conference Services
(OYCS). All youth participation in UF/IFASsponsored programs is defined as UF/IFAS 4-H
Youth Development and shall be promoted as such
and reported via the 4HOnline enrollment system in
lieu of the OYCS database. This policy and
corresponding procedures apply to all camps and
activities led by IFAS faculty/staff/volunteers for
youth, either on or off campus. The policy does not
apply to programs that IFAS faculty assist with if
they are not responsible for supervising the youth
attending (such as when contributing to another
organization’s event).
See the IFAS branding guide
(http://ics.ifas.ufl.edu/branding.shtml) for proper use of
graphic elements and use of 4-H name & emblem (or
http://florida4h.org).
Register Youth in 4HOnline Enrollment System in
Lieu of UF Office of Youth Conference Services
Database
• All youth participating in 4-H programs supervised
by IFAS must be reported via 4HOnline
(https://florida.4honline.com).
All IFAS Educational Programs Involving Minor
Youth Will be Labeled as 4-H Youth Development
o If IFAS is providing supervision of youth, the
youth participants must have individual profiles
promptly, completely, and accurately entered in
4HOnline. The profiles must also be connected to
the specific program in 4HOnline.
All youth programs supervised by IFAS will be
promoted and reported as 4-H Youth Development.
This will enable the sponsoring unit to continue to
receive the credit for youth activities and help IFAS 4H more accurately capture the youth educational
activities being offered across the state in order to
comply with Florida law and UF requirements.
• Keeping up-to-date information about 4-H
participants is required for compliance with UF
policies.
When programs are not led by an Extension faculty
member with a 4-H Youth Development appointment,
4-H programs offered by other IFAS faculty can be
identified and promoted in one of the following ways:
• In accordance with Youth Protection Requirements
for UF-affiliated youth activities, all youth being
supervised by IFAS must be reported individually in
4HOnline, regardless of program hours.
• A UF/IFAS 4-H Youth Development Program
sponsored/offered/presented by the [Department
of XX, the XX Research & Education Center, the
XX grant].
This improved linkage aims to foster stronger
partnerships across research, teaching, and extension.
• 4HOnline allows for youth to be entered individually
as short-term youth when youth should not be
reported to the ES-237 report (e.g. Family Nutrition
Program youth).
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Agency Identifier): EDCFGN10Z. DCF considers
this to be the non-summer, after school/enrichment
time period.
Online UF Youth Protection Training (# YCS800)
Employees and volunteers working with minors in
UF-affiliated youth activities are required to
successfully complete UF’s Youth Protection Training
(# YCS800) on an annual basis.
• Applicants requiring 435 screening will also need to
complete the Affidavit of Good Moral Character
(must be notarized) and submit it to the UF/IFAS
faculty or staff leading the program.
Volunteers can access the training at:
https://oycs.ufsa.ufl.edu/wpcontent/uploads/2016/06/YCS800-updated.swf
• A break in service of over 90 days will require
rescreening and clearance prior to beginning work
with youth. For episodic volunteers (who serve
specific functions throughout the year), it is not
considered a break in service as long as they remain
a registered 4-H volunteer and their appointment
remains in good standing with the IFAS faculty/staff
who has appointed them.
The training lasts about 20 minutes and includes a
brief quiz that must be completed successfully. Faculty
and staff can access the training through the training
and development on the myUFL website my.ufl.edu.
Visit https://oycs.ufsa.ufl.edu/compliance/training for
more information about the Youth Protection Training.
• Individuals who have been background screened
through the Clearinghouse and/or have a compliant
clearance letter from DCF must be rescreened every
5 years to remain in compliance with the law.
Background Screening Requirements
During the 2015 legislative session, the Florida
Legislature amended section 402.301(6), Florida
Statutes, (SB7078 – section 5, chapter 2015-79, Laws
of Florida), which requires certain membership
organizations, including Florida 4-H, to complete 435
Level 2 background screenings through the online
Background Clearinghouse Results Portal for all
employees and volunteers.
Details about screening procedures are contained later in
this document.
Costs
Although UF Human Resources Services pays for
screening of UF employees, the costs of background
screening for volunteers and county employees are the
responsibility of the county Extension program or
respective IFAS units. Each county has the option to
include these costs as part of its operating budget,
recover them via event registration fees, or pass these
costs on to volunteers if necessary.
• Background checks are required for all faculty,
staff, and volunteers who will be supervising 4-H
youth and/or volunteering more than 10 hours in a
month. Background checks should be completed
before the individuals begin to work with minors
during Florida 4-H Programs.
o Individuals screened from April 1 to August 31
will be screened through the Background
Clearinghouse Results Portal. Individuals will be
screened under the OCA (Controlling Agency
Identifier): 03010753Z and the ORI (Originating
Agency Identifier): EDCFSC30Z. DCF
considers this to be the Summer Camps time
period.
Screening Exceptions & Special Circumstances
School Teachers Serving as Volunteers
Currently employed school teachers and school
employees in the state of Florida who have been
screened in accordance with Chapter 1012 of the Florida
Statutes within the past 5 years are exempt from
background screening. Verification on school letterhead
or sent via official email is required, stating the person
has been screened under the Chapter 1012 standards
within the past 5 years and they are a current employee.
Please Note: Signed and notarized Affidavit of Good
Moral Character forms are required prior to working
with minor participants. Private school teachers and
o Individuals screened from September 1 to March
31 will be screened through the Background
Clearinghouse Results Portal. Individuals will be
screened under the OCA (Controlling Agency
Identifier): 03010876Z and the ORI (Originating
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employees are screened under the Volunteer and
Employee Criminal History System (VECHS). They
are not exempt from being screened through the
Clearinghouse.
Examples include event judges, guest
educators/presenters, and parents serving snacks or
helping with a craft at a club meeting.
Volunteers with Proof of Recent Screening
At the discretion of the IFAS faculty/staff leading the
program, a volunteer of another organization with proof
of a recent background screening compliant with Florida
law, including a signed and notarized Affidavit of Good
Moral Character form, is exempt from further
background screening. 4-H registration, orientation and
YCS800 Youth Protection training is required.
Law Enforcement and Corrections Officers
Currently employed law enforcement and corrections
officers in the state of Florida are exempt from
background screening requirements for summer camps
only. Verification on law enforcement letterhead or
sent via official email is required prior to beginning
service. Please Note: Signed and notarized Affidavit of
Good Moral Character forms are required prior to
working with minor participants. Law enforcement
and corrections officers are not exempt from
background screening requirements for the nonsummer months.
Reporting Child Abuse, Neglect or Abandonment
State of Florida law requires a state university
administrator (as defined in the UF policy on Mandatory
Reports of Abuse), upon receiving information from
another institution employee, to report known or
suspected child abuse, neglect or abandonment
(including physical, sexual and/or emotional abuse) that
occurred on university property or at a universitysponsored event directly to the Department for Children
and Families (DCF). University of Florida staff are
required to abide by the Mandatory Reporting rules as
outlined in Section 39.205, Florida Statutes. See the
OYCS website for more information regarding this
topic. The website is located at
https://oycs.ufsa.ufl.edu/reporting/.
Volunteers Serving in Schools
Volunteers serving in schools in Florida are subject to
whatever documentation and/or screening required by
the school. No additional mandatory screening is
required by IFAS 4-H but may be required at the
discretion of the IFAS faculty/staff responsible for the
4-H program being offered in the school. Please Note:
signed and notarized Affidavit of Good Moral
Character forms are required prior to working with
minor participants.
Parents/Guardians Attending Events with their Own
Children Without Responsibility for other Minor
Youth
A Parent/guardian attending a 4-H event with their
own children, without responsibility of other minor
youth, is exempt from screening.
Interactions with Youth
Interactions with youth (AKA: Two deep policy): 4-H
faculty, staff and volunteers will avoid private one-onone interactions with youth. Program coordinators will
ensure that they always have two authorized level two
enrolled individuals present during any interactions with
youth. In situations that require personal conferences
the meeting is to be conducted in view of other adults.
This policy includes the transportation of youth
participants as part of a 4-H program. One of your two
authorized adults should be 21 years of age or older.
Teen Counselors
Youth age 18 and under who serve as “junior camp
counselors, Counselors in Training, etc.” are not
required to have a background check because they are
not supervising other minors. These youth are
considered to be members of the program,
participating in a leadership tract.
If situations happen to arise in transportation for 4-H
activities or 4-H club meetings where the policy can not
be met, please email the State Program Leader for 4-H
Youth Development and the Associate State Program
Leader for 4-H Youth Development and explain the
situation- so potential alternative strategies can be
identified.
Volunteers Helping with Events Led By Others
No background screening is required for volunteers
who work less than 10 hours in a month and are
always in the presence of screened employees and/or
volunteers when in contact with youth. These
volunteer helpers are never left unsupervised around
minors and do not serve in a supervisory capacity.
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Extension Administrative Districts:
• 4-H Regional Specialized Agents
Background Screening of UF Employees
Background screening is required of new University of
Florida employees and is the responsibility of the
employer. Therefore, UF Human Resources Services
or employee supervisors will notify employees of any
additional background screening required of existing
employees.
Statewide/Campus:
• Volunteer screening support: State 4-H Information
and Volunteer Management Coordinator
• 4HOnline assistance: State 4-H Information and
Volunteer Management Coordinator
• 4-H communications and proper use of name &
emblem: State 4-H Communications Coordinator
• 4-H curriculum materials: Youth Curriculum &
Evaluation State Specialized Agent
• 4-H youth program risk management support:
Associate Program Leader for 4-H Youth Develo
Records Retention
IFAS employees responsible for 4-H youth programs
need to retain copies of all application items and
screening results. These must be available for DCF or
other authorities to examine during an audit. (Keep the
information separate from the individual’s personnel
file, if applicable.)
Verification of Background Checks shall be kept on
file for a minimum of five years.
Because of the sensitivity of the information collected,
UF training on storage of confidential information is
recommended for all faculty/staff handling this
information.
References & Resources
• This policy is posted at
http://florida4h.org/policies.
• For more information about the UF Office of
Youth Conference Services, visit
https://oycs.ufsa.ufl.edu.
• Information about the DCF Clearinghouse is
located at
http://www.dcf.state.fl.us/programs/backgroundscr
eening/.
Need Help?
Leadership for 4-H Youth Development programs is
provided at the following levels by these individuals.
They can help with understanding 4-H or with the
4HOnline enrollment system.
For names and contact information, see
http://florida4h.org/directory or the IFAS staff
directory.
County:
• County 4-H Agent
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435 Level 2 Screening Process for 4-H Volunteers*
Steps
1. Volunteer submits a volunteer application using 4HOnline or
Agent enters paper application into 4HOnline.
Links, Documents and Notes
http://florida.4honline.com
http://florida4h.org/staff/volunteering/screening/forms/VOLUNTEE
R_INTERVIEW.pdf
2. Agent interviews volunteer and begins orientation with
volunteer.
http://florida4h.org/volunteers_/resources/orientation
3. Agent makes a file folder for volunteer to be stored in
locked cabinet (if not uploading documents to 4HOnline).
Volunteer documents are not subject to requests for public
information. If uploading documents to 4HOnline, mark out
whole or partial SS#s on all documents before uploading.
4. Agent checks references on volunteer and places
reference forms/notes in volunteer file or uploads
documents in 4HOnline (under the Additional
Information section of the volunteer profile).
http://florida4h.org/staff/password_protected/Vol-Ref-Form.pdf
5. Agent verifies volunteer is not on the Florida Dept. of Law
Enforcement Sexual Offender website.
http://offender.fdle.state.fl.us/offender/homepage.do
6. Volunteer views Youth Protection Training and passes
training quiz. Agent will keep documentation in the volunteer
file.
https://oycs.ufsa.ufl.edu/wp-content/uploads/2016/06/
YCS800-updated.swf
7. Volunteer signs “Affidavit of Good Moral Character” in front
of a notary and returns form to agent.
http://ccrain.fl-dcf.org/documents/6/78.pdf
8. Agent registers to use the Agency for Health Care
Administration (AHCA) Clearinghouse database. **
http://florida4h.org/staff/password_protected/AHCA-RegGuide.pdf
9. Agent searches for volunteer in AHCA and either
a) connects to previous volunteer screening in AHCA or
http://florida4h.org/staff/password_protected/AHCA-InputGuide.pdf
b) inputs volunteer information into the AHCA clearinghouse
database and generates LiveScan Request Form for Volunteer.
Volunteer takes form and ID to a Vendor that offers 435
LiveScan screening and photo.
10. Agent receives email from DCF regarding screening
clearance determination and sends appointment letter or
rejection letter to volunteer.
11. Agent updates volunteer profile in AHCA if Letter of
Appointment Issued.
12. Agent updates volunteer 4-HOnline profile (under
the Additional Information section) to document
volunteer file created and screening & training
completed.
13. Documents to keep in volunteer office file or
upload to volunteer profile in 4HOnline.
http://florida4h.org/staff/password_protected/volunteers.shtml
http://florida4h.org/staff/password_protected/AHCA-ProfileGuide.pdf
http://florida.4honline.com
-Signed Receipt of ACHA Privacy Policy
-Signed and Notarized Affidavit of Good Moral Character
-Documentation of 435 Level 2 Screening Completed and Volunteer Cleared to Work with
Youth (can be printed from the ACHA volunteer profile [bottom of the page])
-References and Interview Notes
*This document is in accordance with the UF/IFAS Youth Protection Policy.
**As of September 1, 2015, Agents will register to use the ACHA database for both Summer Camps and Non-Summer Programs.
435 Level 2 Screenings for volunteers will be available year-round. The ACHA Registration Guide PDF has been updated for Non-Summer Programs.
http://florida4h.org/volunteers/screening/